YWCA USA Resource Library nonprofit financial management (large) dashboard tool An executive dashboard presents key performance tasks and indicators that staff and board leaders need to effectively drive the business of an organization. Why an executive dashboard? Too often important factors get lost in narrative-style and lengthy status reports. Even though all the transaction data is there, today s planners and decision makers appreciate fingertip intelligence, with facts and figures organized into a format that is comfortable for quick absorption. Nonprofit Financial Management Dashboard Tool 1 This document is part of the YWCA USA Online Resource Library. Find more resources on the intranet at www.ywca.org.
I. Financial Planning/Budget Systems 1. Organization has a comprehensive annual budget which includes all sources and uses of funds for all aspects of operations. 2. All grant or contract budget obligations with funders are incorporated into the comprehensive annual budget. 3. All grant or contract budget proposals are reviewed by fiscal and executive staff before submission to funders. 4. Program managers play an active role in the development of budgets for programs under their direction. 5. The finance and sustainability committee has a detailed understanding of the annual budget and plays a significant role in developing strategies to increase and to direct the use of unrestricted funds 6. The full board formally authorizes the annual budget and revisions to the budget. 7. The organization has integrated meaningful consideration of financial issues and forecasts into any strategic planning processes it undertakes. 8. The organization has a capital budget and multi-year plans for major maintenance and replacement of facilities and equipment. 9. The fiscal planning process includes continuous assessment of risks and identification of insurance coverage needs and appropriate risk management procedures. 10. Risk assessment includes general liability, professional liability, product liability, fire, theft, casualty, workers compensation/occupational safety, board and officer liability, vehicle operation, fraud and dishonest acts. Nonprofit Financial Management Dashboard Tool 2
II. Execution of Fiscal Tasks 1. The organization has written policies and procedures for fiscal operations including procedures for processing payroll, purchases, accounts payable, accounts receivable, etc. 2. Written policies and procedures are reviewed and revised regularly. 3. Actual processing activities are consistent with written policies and procedures. 4. The concept of separation of duties is implemented to the greatest extent feasible within the limitations of the size of the organization staff. a. Authorization functions for purchasing, signing checks, adjusting accounts, and extending credit are not performed by individuals who also perform recording functions such as disbursements and/or receipts, maintaining accounts receivable records, or cash handling functions such as receiving and depositing funds or preparing checks. b. Review and verification functions such as reconciliation of the bank statement to the record of cash receipts and disbursements are not performed by individuals who also prepare checks, record checks, receive funds and prepare bank deposits, and/or record receipts. 5. Payroll policies and procedures are clearly documented and consistently followed. a. Written authorization is required for all new hires and pay rate changes. b. Written timesheets are prepared by all employees, signed by the employee, and approved in writing by the employee's direct supervisor. Authorization for any unbudgeted hours worked, including overtime, is secured in advance. c. Forms W-4 and I-9 are obtained and retained for each employee. d. Policies regarding cross department work, overtime, vacation time, sick leave, holiday pay, and other leaves with or without pay are written clearly, and reviewed regularly for compliance with state and federal law. e. All fringe benefit plans are documented and in compliance with IRS, Department of Labor and YWCA USA requirements. f. Responsibility for maintaining fringe benefit records in accord with governmental requirements has been clearly assigned 6. Written bid, rfp and other purchasing policies clearly identify the purchasing authority of each staff position, and establish appropriate dollar limits for purchasing authority at each level. Nonprofit Financial Management Dashboard Tool 3
II. Execution of Fiscal Tasks, continued 7. There are clear procedures for review of and authorization to pay all vendor invoices. 8. Written policies and procedures for charging and collecting fees are followed consistently and reviewed regularly. 9. Cash handling policies and procedures are well-documented and tested periodically. a. All checks are restrictively endorsed upon receipt. b. Receipts are given for all cash transactions and donors/clients are informed that they should receive a receipt for all cash payments. Pre-numbered, multi-copy, customized receipts are used. c. A receipts log is maintained by the person responsible for opening the mail. d. Cash reconciliation sheets are maintained by all individuals responsible for accepting cash. All cash counts are initialed by the individual preparing the initial count and the individual receiving the cash for further processing. e. Post dated checks are not generally accepted, and if accepted, are secured carefully. f. All reimbursements are made by check except for small purchases made through a Petty Cash fund. g. All unused check stock is carefully secured. h. The monthly bank statement is delivered unopened to the reconciler who is someone who neither makes bank deposits nor prepares checks. Nonprofit Financial Management Dashboard Tool 4
III. Recording 1. A complete written chart of accounts provides appropriate account titles and numbers for Assets, Liabilities, Net Assets, Revenues, and Expenses. 2. The Chart of Accounts clearly establishes the programs or functions which will be distinguished and the funding sources and/or distinct funds which will be tracked. 3. The Chart of Accounts utilizes the same line item categories and the same program or function distinctions which are utilized in the comprehensive annual budget and the budgets for individual contracts or grants. 4. Accounting policies and recording procedures are clearly documented in the written fiscal policies and procedures. 5. Appropriate computer software and hardware is utilized to perform recording functions. 6. Electronic and physical security procedures are utilized to protect the integrity of computerized accounting records. 7. All accounting records are backed up daily. Back-up is stored in a secure area away from computer equipment. 8. Detailed records of client fees and/or grants and contracts receivable are maintained and reconciled to the general ledger receivables balances. 9 All contributions are recorded in the accounting records. If more detailed records are maintained by staff responsible for fund development, the fund development and accounting records of contributions are reconciled monthly. 10. All general ledger balance sheet accounts are reconciled at least quarterly. All cash, payroll liabilities, and accounts receivable control accounts are reconciled monthly. IV. Reporting 1. Monthly financial statements are available no later than the end of the following month (i.e. April 30th statements are available no later than May 31st). 2. Monthly financial statements include a Balance Sheet as well as a Statement of Activities and Changes in Net Assets. 3. In organizations with multiple programs, statements for each program are prepared monthly. 4. Separate statements of revenue and expenses are prepared for each funding source for any restricted funds. 5. All revenue and expense statements (for the whole organization, for specific programs, and for specific funding sources) include the current month's activity, the fiscal year to date activity, and a comparison to the year to date or annual budget by line item. 6. The excess (deficit) of support and revenue over expenses (net income) is reconciled to the change in fund balance between the beginning and ending of the accounting period. Nonprofit Financial Management Dashboard Tool 5
V. Monitoring 1. The executive director and program managers review the monthly financial statements carefully. 2. The fiscal manager highlights unusual items and identifies potential problems in notes to the financial statements shared with the executive director and finance ommittee or full board. 3. A board committee or the full board reviews the monthly financial statements carefully. 4. The board or a board committee selects an independent CPA to conduct an annual audit or review(within the guidelines of OMB A-133, required for organizations receiving over $300,000 in federal funds or recommended for organizations receiving more than $100,000 each from more than one federal source). (check annually to see if threshold changes) 5. The board or a board committee reviews auditor's report, including any management letters and reports on internal controls and compliance with governmental law and regulation. 6. The finance committee, board and executive director continually review the organization's financial statements to determine whether: a. The use of the organization's resources is consistent with the organization's mission and priorities. b. The organization is solvent, i.e. has assets in excess of its liabilities. c. The organization has adequate cash and other liquid assets to meet its current obligations and assure its continuing ability to pay its employees, taxing authorities, and vendors on time. d. The organization is observing and documenting its observance of all restrictions imposed by funders and donors. 7. The board and executive director are aware of the IRS requirements for maintaining tax exempt status and continually evaluate organization's activities, use of funds, record keeping, and IRS reporting to assure compliance with all requirements. Updated summer, 2013 Please note: this information is presented as a resource, not as advice, in this format is for YWCA use only, and copyright restrictions apply. Nonprofit Financial Management Dashboard Tool 6